Who this is for: childcare coordinators, bookkeepers, and district staff using Online School Care (OSC) for before- and after-school care, extended day, and similar programs. For setup steps and daily tasks, see the OSC Quick Start Guide.
Students
Our childcare students are missing, or students from other schools are showing. Check the school selected in the dropdown when you logged in, and check the Current School on the student's profile. Students sometimes move from your childcare site to the school's regular store location. If several students are missing at once, contact Edlio Pay support with your site name and a few student IDs. Support can move them back. Students from other schools that you don't serve can be ignored or made inactive.
An inactive student doesn't show up. Use Include Inactive or Show Inactive to find them. Then set the student's Status to Active to re-enroll them. To re-enroll many students at once, use Students > Multi Student Assignment.
How do I move a student to another childcare site? Edit the student's profile and change Current School to the new site, then select Update. If you don't have access to the new site, ask its coordinator to do it, or contact Edlio Pay support with the student ID and the new site.
I created a student with the wrong student ID. Make that student Inactive, then create a new student with the correct ID. If payments or fees are already on the wrong record, contact Edlio Pay support. Always use the student's official district ID, never a phone number, birth date, or Social Security number.
Do childcare student IDs work differently from school store IDs? OSC and the school store (OSP) share the same student information. In some districts, the school store uses an "N" before the student ID while childcare uses the ID without it. If a parent can't find their student in Pay Child Care, check which format your district uses.
Fees and fee groups
How do I charge the same fee to a group of students?
Create the fee under Setup (Add New Fee).
Create a group under Setup > Group Maintenance with Group Type Fee Group.
Add students to the group from each student's profile (Available Groups to Assigned Groups) or with Students > Multi Student Assignment.
Post the fee to the group under Transactions > Fee Management > Post Fixed or Post Variable.
A student's balance looks wrong. Look for duplicate fees or payments applied to the wrong student. Use Inquiry > OSC Transactions or the Student History report. A negative balance means the family overpaid or paid ahead.
Old balances from last year are showing up. At year-end, zero out remaining balances and make students inactive. Prior-year balances can still appear on reports that include both active and inactive students. Run balance reports for active students only, or contact Edlio Pay support if a balance you cleared reappears.
Year-end closeout
Make sure all fees and payments for the year are posted and all in-person payments are deposited.
Clear any remaining balances with an adjustment, following your district's policy.
Go to Students > Multi Student Assignment, select all students, set the Status to Inactive, and save.
Re-activate students as they enroll for the new year.
Parents can use the year-end statement report for tax preparation. Look for it under the OSC reports.
Parents paying online
Where do parents pay? Parents log in to your district's store and select Pay Child Care in the blue menu bar. Your district may use a different label. Then they choose the student, enter an amount, and check out. In the mobile app, childcare balances appear under the student's name.
A parent can't find their student or doesn't see a balance. The parent must add the student with the exact student ID and name on the student's OSC profile. The student must be active at your site and have fees posted.
A parent sees a "you are blocked" message. This comes from the parent's device or network, not from your site. It can happen on some public, work, or international networks. Ask the parent to try an incognito window, another device, or another network. If they still can't pay, you can take the payment another way.
When do online childcare payments reach our bank? Online card payments are deposited automatically by ACH according to your district's statement schedule. View them under the Statement tab. See Deposits, Statements, and Bank Account Changes.
Access
I don't see the OSC menus or reports. OSC reports require an OSC user role. You may be logged in with a different account, such as a school store bookkeeper account. Log in with your OSC account, or see Staff User Accounts and Roles.